THE UNIFIED GOVERMENT OF ATHENS-CLARKE COUNTY(ACCUG

Transcription

1 THE UNIFIED GOVERMENT OF ATHENS-CLARKE COUNTY(ACCUG NEW SUBMISSION FORMAT FOR ACCUG REQUEST FOR PROPOSAL DATE: May 1, 2014 TO: SUBJECT: Mgmt. JANITORIAL CONTRACTORS RFP #00699 Cleaning of Courthouse Parking Deck & Veterans Memorial for CS-Facilities You are invited to submit a proposal to provide Cleaning Services of Athens-Clarke County Courthouse Parking Deck and Veterans Memorial for Central Services/ Facilities Management. Inquiries regarding proposals should be made to Julie Ann Donahue, CPPB, Purchasing Administrator, or Loretta Bush, Buyer (706) , fax: (706) or Loretta.Bush@athensclarkecounty.com. Technical questions may be directed to Beth Smith, Coordinator for Central Services-Facilities Management at , Phone, fax: or Beth.Smith@athensclarkecounty.com Offeror s are encouraged to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. Failure to attend the site visit will be considered in the evaluation criteria. In no event shall failure to inspect the site constitute grounds for a claim after contract award. A Site visit will be held on Tuesday, May 20, 2014 at 10:00 a. m. All perspective bidders should meet Beth Smith, Coordinator of Facilities Management promptly at 10:00 a.m. on the first floor of Courthouse Parking Deck in front of the elevator, located at 325 E. Washington St. Athens, Ga. Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens-Clarke County. One (1) marked original, (1) CD-Rom copy of the proposal without pricing, and (1) CD-Rom copy of (Section V - E) of the proposal, price schedule and attachments must be submitted. Proposals are to be sealed, marked with the offeror's name and address and labeled, RFP #00699 Cleaning of ACCUG Courthouse Parking Deck and delivered to: The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue Athens, Georgia Not later than 4:00 P.M. ET, Wednesday, May 28, 2014 A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) for more information. This service is in compliance with the Americans with Disabilities Act (ADA). Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County. The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County. Management.doc Page 1 of 20

2 TABLE OF CONTENTS SECTION TITLE I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS II III REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES SCOPE OF SERVICES A. INTRODUCTION AND PURPOSE B. GENERAL REQUIREMENTS C. ADDITIONAL REQUIREMENTS D. SPECIFIC TASKS E. CLEANING ACTIVITY SPECIFICATIONS IV V SELECTION PROCESS AND EVALUATION CRITERIA PROPOSAL FORMS A: PROPOSAL FORM B: ADDENDA ACKNOWLEDGEMENT C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT C-1: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT CONTRACTOR AFFIDAVIT & AGREEMENT D: SCHEDULE OF SUPPLIES/SERVICES AND PRICE/PROPOSAL SCHEDULE E: SITE VISIT VERIFCATION FORM (MUST BE SIGNED DURING SITE VISIT) Management.doc Page 2 of 20

3 SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND MAY BE SUBJECT TO DISCLOSURE. A complete signed proposal must include the documents listed below: PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror. MANDATORY DOCUMENTS CHECKLIST: Offeror must complete, execute and include with the proposal the following Mandatory documents: Cover Letter: A brief cover letter of introduction and interest. Table of Contents: Including all sections and subsections Business Information: State the full name and address of your organization and the branch office or other subordinate element that will perform the services described in this proposal. Include telephone number, point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate. Qualifications and Experience: Include a brief statement concerning the names and experience of the staff to be directly assigned to this contract. Contract Compliance and Equipment: Include a statement of your company's ability to meet all specifications as outlined in Section III - Scope of Services. Any deviations from the outlined specifications as outlined in Section III must be explained in detail in this section. Include a list of proposed equipment to include quantities of each type of equipment, age of equipment, and replacement plan for equipment when damaged or worn. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, and telephone number, point of contact and description of the contract for each reference. Other Relevant Information: Include any other relevant information concerning the contract in this section. Section V Proposal Forms A. Proposal form B. Acknowledgement of Addenda C. Georgia Security & Immigration Compliance (GSIC) Act Affidavit D. Schedule of Services/Supplies and Price Proposal SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTER MOST Container stating the Unified Government of Athens-Clarke County Vendor Number (ACCUG Vendor number), address, and telephone number, the RFP number and title (RFP #00699 Cleaning Services for ACCUG Courthouse Parking Deck & Veterans Memorial CS Facilities Management. If you do not know your vendor number, please call or Management.doc Page 3 of 20

4 If you do not have a vendor number, please fill out a Bid List Application so one may be issued to your company), One (1) marked original of the complete signed proposal One (1) CD-Rom copy of the complete signed proposal without pricing One (1) CD-Rom copy of the schedule of supplies/services and price/proposal schedule; (Section V - E) Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper. Proposals via facsimile will NOT be considered. ALL FILES SUBMITTED ON CD-ROM MUST BE IN PDF FORMAT Management.doc Page 4 of 20

5 THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY REQUEST FOR PROPOSAL (RFP) CLEANING SERVICES FOR ATHENS-CLARKE COUNTY PARKING DECK AND VETERANS MEMORIAL ATHENS, GEORGIA SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES A. INTRODUCTION PURPOSE The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide Cleaning Services for ACCUG Courthouse Parking Deck and Veterans Memorial for Central Services Facilities Management Department, Athens, Georgia for a one-year period, with the option to extend the contract for three additional one-year term if agreed upon by all parties. The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP). B. RFP TIMETABLE The anticipated schedule for the RFP and contract approval is as follows: Proposal Documents Available... Thursday, May 8, 2014 Site Visit... May 20, 2014 at 10:00 am Deadline for receipt of proposal... 4:00 P.M. ET, Wednesday, May 28, 2014 Evaluation/Selection Process:... May 29, 2009 to June 11, 2014 Proposals Valid Until: (May 29, 2014 thru August 29, 2014 minimum of 60 days from date of opening) C. CONTACT PERSON The contact person for this RFP is Julie Ann Donahue, CPPB, Purchasing Administrator or Loretta Bush, Buyer for any Explanation(s) desired by offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via facsimile at (706) or loretta.bush@athensclarkecounty.com Technical questions may be directed to Beth Smith, Coordinator for Central Services Facilities Management at , fax: or Beth.Smith@athensclarkecounty.com. Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP. Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal. D. MINIMUM PROPOSAL ACCEPTANCE PERIOD Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposal. E. ADDITIONAL INFORMATION/ADDENDA The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Offerors should not Management.doc Page 5 of 20

6 rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and fax number, and address. Faxes will be accepted at (706) Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner s requirements Offerors who obtain this Request for Proposal from Loretta.Bush@athensclarkecounty.com or from any source other than the Unified Government of Athens-Clarke County Purchasing Division are advised to inquire to the purchasing division or Loretta.Bush@athensclarkecounty.com to obtain any addenda which may be issued. The Unified Government assumes no responsibility for Offerors failure to acknowledge any addenda issued. F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS Bids shall not be modified, withdrawn, or cancelled by the Bidder for a period of sixty (60) days following the time and date designated for the receipt of bids, and each Bidder so agrees in submitting his bid. Negligence on the part of the Bidder in preparation of his bid shall not be grounds for the modification or withdrawal of a bid after the time set for bid opening. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered G. PROPOSAL OPENING Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained via request to Loretta.Bush@athensclarkecounty.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award. H. REJECTION OF PROPOSALS The Unified Government of Athens-Clarke County reserves the right to accept or reject any and all offers, to waive any irregularities or informalities or technical defects and to accept or reject any part of any proposal, if in the judgment of the Unified Government of Athens-Clarke County the best interest of the Unified Government of Athens-Clarke County will be served. Award may be refused to any offeror, who in the opinion of the Unified Government of Athens-Clarke County, is not a responsible offeror, is in default of any bid, proposal, purchase order, or contract with the Unified Government of Athens-Clarke County prior to the date of the proposal under consideration or whose performance under any prior proposal or contract was determined by the Unified Government of Athens-Clarke County to be unsatisfactory. The offeror's performance on behalf of other entities (public or private) may be considered. I. NON-COLLUSION AFFIDAVIT By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror. By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from. J. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A The offeror further agrees to maintain records of such compliance and shall provide a copy of each Management.doc Page 6 of 20

7 such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services. K. COST INCURRED BY OFFERORS All expenses involved with the preparation and submission of proposals to the Unified Government of Athens- Clarke County, or any work performed in connection therewith shall be borne by the offeror(s). No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County. L. MINORITY BUSINESS ENTERPRISE POLICY STATEMENT It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex. Offerors are required to complete the attached Minority Business Enterprise Program Identification Form self-identification. Proposals without this form may be rejected. M. HOLD HARMLESS AND INDEMNIFICATION The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens- Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract. N SITE VISIT: Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. The site visit will be held on May 20, 2014 at 10:00 a. m. All perspective bidders should meet Beth Smith, Coordinator of Facilities Management promptly at 10:00 a.m. on the first floor of ACCUG Courthouse Parking Deck in front of the elevator, located on E. Washington St side of the building. Please note that this is the only site visit that will be conducted by Beth Smith so it is encouraged that vendors attend. O. AWARD OF CONTRACT This is a past performance/technical/price trade-off source selection in which competing offeror s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens-Clarke County may reject any or all proposals if such action is in the Unified Government s interest. P. QUALIFICATION OF OFFERORS The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested. The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-Clarke County business license, if they are physically located in Athens-Clarke County or, if they perform a service in Athens-Clarke County. Management.doc Page 7 of 20

8 Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due the Unified Government will not be accepted. Q ALTERNATE PROPOSALS Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof. Management.doc Page 8 of 20

9 SECTION III - SCOPE OF SERVICES The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for providing Cleaning Services for ACCUG Courthouse Parking Deck and Veteran Memorial as per the scope of services outlined below for the period July 1, 2014 thru June 30, A. INTRODUCTION AND PURPOSE The Unified Government of Athens-Clarke County (ACCUG) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCUG serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCUG provides a multitude of local and state funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCUG employs approximately 1,600 people. Annual contract to provide Cleaning Service for ACCUG Courthouse Parking Deck and Veterans Memorial for Central Services Facilities Management Department at 325 E Washington St., Athens, Georgia as per the scope of services outlined below for the period from July 1, 2014 through June 30, 2015 with the option to extend the contract for Three (3) additional one-year term if agreed upon by both parties. B. GENERAL REQUIREMENTS 1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured. 2. Access Control: No one is allowed in the facility or environs except the contractor and their employees during the hours between 3:00 a.m. and 6:30 a.m. Monday through Sunday. 3. Contract Performance Period: Contract performance period shall be from date of award for 12 months unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens Clarke County can be immediate upon contractor failure to comply with any of the terms. 4. Hours of Operation: Cleaning Services shall be performed at ACCUG Courthouse Parking Deck and Veteran Memorial during the 3:00 a. m. and 6:30 a.m. Monday through Sunday. 5. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by Daryl Patrick, Building Services Supervisor of CS Facilities Management. The contractor shall insure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand delivered to Athens- Clarke County Accounts Payable, P.O. Box 1748, Athens, GA or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered. CONTRACTOR'S INVOICE. a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below. (i) Name and address of the Contractor. (ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.) (iii) Purchase order number for supplies delivered or services performed. Management.doc Page 9 of 20

10 (iv) (v) (vi) (vii) (viii) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed. Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Name and address to whom payment is to be sent. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice. Any other information or documentation required by the contract (e.g., evidence of shipment). b. In the event orders are made via monthly or period purchase orders, contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain: (i) Name of supplier (ii) Purchase Order number (iii) Ship to Department and Address (iv) Description, Quantity, unit price, and extension of each item. (v) Date of delivery or shipment. C. ADDITIONAL REQUIREMENTS 1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract. 2. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrences. 3. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing. 4. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract. The contractor shall maintain an adequate safety program to insure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect. 5. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Unified Government of Athens-Clarke County Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract. Management.doc Page 10 of 20

11 6. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause 7. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties. 8. INSURANCE. a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance Commissioner s Office and must be rated A, or better, with AM Best Company. b. Before commencing work under the contract, the Contractor shall provide to Athens Clarke County, Attn: Purchasing Administrator, a Certificate of Insurance evidencing the required kinds and amounts of insurance. The minimum kinds and amounts of insurance shall be: i. Workers Compensation Contractors are required to comply with applicable Federal and Georgia State workers compensation statutes. Policies covering Workers Compensation liability shall provide coverage of statutory benefits and employers liability of at least $1,000,000 each accident; at least $1,000,000 each employee for disease and $1,000,000 policy limit for disease. ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence; 50,000 fire damage; 5,000 medical expenses; 1,000,000 products completed operations; 1,000,000 personal and advertising injury or greater. Coverage should be on a per occurrence basis. iii. Automobile Liability Automobile liability insurance shall be written on the comprehensive form of policy Combined single limit of at least $1,000,000 to include Hired Autos and Non-owned Autos. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. iv. Excess Liability - $1,000,000 on a per occurrence basis c. The Certificate of Insurance evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting The Unified Government of Athens Clarke County s interest shall not be effective until 60 days after the insurer or the Contractor gives written notice to the Purchasing Administrator. d. The Certificate of Insurance shall reference the proposal and project name as evidencing this requirement. e. The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens-Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors proofs of required insurance, and shall make copies available to the Purchasing Administrator upon request. 9. CONTRACT RENEWAL TERMS Beginning July 1, 2015, the term of this contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively Renewal Term ) unless either party gives Management.doc Page 11 of 20

12 written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term. D. SPECIFIC TASKS: Work shall include, but not be limited to the following: Provide Cleaning Services for the Department of Central Services/Facilities Management Courthouse Parking Deck and Veteran Memorial at 325 E. Washington St., Athens, Georgia on a Daily Basis as per the scope of services outlined below for the period starting July 1, 2014 through June 30, 2015 with the option to extend the contract for four (4) additional one-year term if agreed upon by both parties. E. SECTION III Cleaning Activity Services Specifications a. SPECIFICATIONS 1. PURPOSE: The Unified Government of Athens-Clarke County desires an annual contract to provide Cleaning Services for ACCUG Courthouse Parking Deck and Veteran s Memorial for the Department of Central Services/Facilities Management at 325 E. Washington St., Athens, Georgia as per the scope of services outlined below for the period from July 1, 2014 through June 30, 2015 with the option to extend the contract for four(4) additional one-year term if agreed upon by both parties. 2. CONTRACT DESCRIPTION: The Unified Government of Athens-Clarke County is seeking price proposals for Cleaning Services for ACCUG Courthouse Parking Deck and Veteran s Memorial. Tasks to be done include, but may not be limited to: F. CLEANING ACTIVITY SPECIFICATIONS: These specifications are given as a general guideline to establish a minimum quality of service for each cleaning activity. 1. DAILY CLEANING SERVICES: These services are to be performed every day between the hours of 3:00 a.m. and 6:30 a.m. a. Clean all paper trash from deck floors, stairwell, and Veteran s Memorial Plaza. b. Pickup all bottles from deck floors, stairwell, and Veteran s Memorial Plaza. (Beer, Wine, & Liquor, etc ) c. Pickup all cigarette butts from deck floors, stairwell, and Veteran s Memorial Plaza. d. Empty all ash receptacles in the Veteran s Memorial Plaza. e. Empty all trash cans and install new liners in each can. This includes the Veteran s Memorial Plaza & the parking deck. f. Clean elevator floors, walls and glass. g. Blow all leaves and debris out of Veteran s Memorial Plaza. 2. ONCE PER WEEK CLEANING Management.doc Page 12 of 20

13 Once per week cleaning services shall be performed, either on Saturday or Sunday between the hours of 3:00 a.m. and 7:00 a.m. 1. Blow all five (5) floors of the parking deck and stairwell 3. QUARTERLY CLEANING Cleaning Services shall be performed on a quarterly basis between 3:00 a.m. and 7:00 a.m. either on Saturday or Sunday. 1. Wash and sanitize all trashcans in parking deck and Veteran s Memorial Plaza. 4. SEMI-ANNUALLY CLEANING Semi-annual cleaning services shall be performed between 2:00 a.m. and 6:00 a.m. 1. Twice a year, pressure wash all tables, chairs, and concrete in the Veteran s Memorial Plaza. This is to be done the Thursday or Friday before Memorial Day in the Month of May and the Thursday or Friday before Veteran s Day in the month of November. 5. ANNUAL CLEANING Annual custodial services shall be performed between 2:00 a.m. and 11:30 a.m. either on Saturday and/or Sunday. 1. Pressure wash all deck floors walls, stairwells and handrails within the Courthouse Parking Deck. Use a degreaser on all deck floors and pay special attention to make sure that ALL chewing gum is removed. This task is to began by July 1, 2014 and be completed no later than July 31, G MATERIAL SPECIFICATIONS: The contractor shall supply all materials and supplies for the performance of this work, including, but not limited to, cleaning supplies and janitorial supplies, such as soap, toilet tissue, paper towels, and trash can liners. A complete and descriptive list of materials and supplies to be used for these maintenance services shall be submitted to Athens-Clarke County upon award of contract. This list shall be kept updated should any materials or products be changed. Athens-Clarke County reserves the right to prohibit the use of any product should it be deemed to be in the best interest of Athens-Clarke County. Material Safety Data Sheets (MSDS) shall be posted conspicuously wherever cleaning supplies are stored on Athens-Clarke County property, including custodial closets and vehicles. Two copies of all MSDS sheets shall be submitted to Athens-Clarke County upon award of contract. H. SCHEDULING AND COORDINATION: 1. All work shall be scheduled ahead of time as agreed upon by the contractor and Athens-Clarke County. A detailed work schedule shall be established as soon as practicable after the start date of the contract, and shall show specific areas, cleaning activities, and dates of service, to be in accordance with the frequencies and time frames specified 2. Changes to the work schedule shall be coordinated with Athens-Clarke County. 2. Contractor personnel shall sign off on the schedule for each day that work is completed. Management.doc Page 13 of 20

14 SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror s initial proposal should contain the offeror s best terms from a price and technical standpoint. The Unified Government reserves the right to conduct discussions if the Unified Government later determines them to be necessary. EVALUATION CRITERIA Evaluation criteria to be used in determining the selected firm in order of importance are: 1. FIRM EXPERIENCE in providing services to public sector organizations. 2. QUALIFICATIONS of staff assigned to the contracts. 3. UNDERSTANDING OF THE REQUIREMENT and the ability to perform duties as outlined in the specifications. 4. REFERENCES including applicable past work with the Unified Government of Athens-Clarke County. 5. CONTRACTOR FURNISHED EQUIPMENT including adequacy and relevancy for performance of the requirements of the contract. 6. CONTRACT PRICE Completed Schedule of Services/Prices/Proposal Sheet submitted as a separate CD-Rom for evaluation. Management.doc Page 14 of 20

15 SECTION V PROPOSAL FORMS MANDATORY SUBMITTAL A: PROPOSAL FORM Proposal of (Hereinafter called "Offeror"), organized and existing under the laws of the State of, doing business as *. In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP #00699 Cleaning Services for Central Services/Facilities Management in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed above. By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that: 1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Attachment I. 2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time. Company: Contact: Address: Phone: Fax Authorized Representative/Title (print or type) Authorized Representative (Signature) Date Management.doc Page 15 of 20

16 Company Name (printed): MANDATORY SUBMITTAL SECTION V PROPOSAL FORMS B: ADDENDA ACKNOWLEDGEMENT The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged: Addendum No. dated Acknowledgement Addendum No. dated Acknowledgement Addendum No. dated Acknowledgement Addendum No. dated Acknowledgement Initial Initial Initial Initial Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner s requirements. Management.doc Page 16 of 20

17 SECTION V PROPOSAL FORMS MANDATORY SUBMITTAL C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A , as amended, and Rule of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services. The Contractor further agrees that its compliance with the requirements of O.C.G.A , as amended, and DOL Rule is attested to on the executed Contractor Affidavit and Agreement attached hereto. If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees: (1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor s compliance with O.C.G.A , as amended, and DOL Rule ; such affidavit being in the form attached hereto; and The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A , as amended, and DOL Rule as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages. SEE AFFIDAVIT ON FOLLOWING PAGE Management.doc Page 17 of 20

18 SECTION V PROPOSAL FORMS MANDATORY SUBMITTAL C1: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A (b)(1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A , as amended. Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Contractor: Name of Project: Name of Public Employer: I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 201 in,. Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 201 Notary Public My Commission Expires: Management.doc Page 18 of 20

19 Company Name (printed): MANDATORY SUBMITTAL SECTION V PROPOSAL FORMS D: SCHEDULE OF SERVICES MUST BE SUBMITTED ON A SEPARATE CD-ROM Description Qty Unit of Measure Cleaning Services Cost for Cleaning Services 12 Months ACCUG Courthouse Parking Deck Veterans Memorial Cost for Supplies and Materials 12 Months (Regular Chemicals and Paper Products) Semi-Annually Cleaning 2 Per Year Annual Cleaning 1 Yearly Unit Price per Month Total Annual Amount Company Name: Address: Phone: Fax: Authorized Representative/Title (print or type) Date Authorized Representative (Signature) Date Management.doc Page 19 of 20

20 SECTION V PROPOSAL FORMS MANDATORY SUBMITTAL E: SITE VISIT VERIFICATION FORM Print Site Name Date Print Vendor name (Company name) Date ACCUG Representative Signature Date Authorized Representative/Title (print or type) Authorized Representative (Signature) Date Management.doc Page 20 of 20